Free tools for food pantries
Paperwork a pantry needs, generated in your browser and printed. No sign-up, no account, nothing sent anywhere — these run entirely on your own machine and are free whether or not you ever use our software.
Food pantry inventory spreadsheet (Excel & CSV)
A ready-made inventory template: item, category, unit, quantity, pounds, received and best-by dates, source (TEFAP, food bank, donation, purchase), lot, storage location and reorder level, with received and out logs and monthly pounds by source. Download it, keep a running inventory in the free online tracker (low-stock and best-by flags, totals by category and source, CSV export), or print a blank count sheet for the monthly physical count.
Food pantry monthly report template (Excel & CSV)
Log each distribution day and the month totals itself: household visits, new and returning households, individuals by age band, pounds received, distributed and discarded by source with TEFAP and CSFP on their own lines, and volunteer hours. Or print a blank report.
TEFAP record readiness checklist
Could you produce your TEFAP records today if your food bank or State agency asked? The federal 7 CFR 251 records and the items States and food banks commonly add, each marked by how fast you could produce it, with a readiness score and a list of gaps. Prints on one page. Background: what records TEFAP asks for.
Printable fridge & freezer temperature log
One page per unit per month: a row for every day, morning and afternoon readings, your safe range printed at the top and a column for the corrective action a monitor looks for. Add as many units as you have. Background: what temperature logs a pantry needs.
Printable client intake form (English or Spanish, PDF)
The household details Feeding America’s Service Insights collects, on one page you can hand a family: date of birth or age, address or “no fixed address”, phone, gender, race and ethnicity, everyone in the household with their ages, and SNAP. Also dietary needs and allergies, how they heard about you, and a consent signature. Add the optional TEFAP self-declaration if you hand out USDA Foods (your State agency’s form governs), and switch off anything your food bank does not ask for. Ready-made PDFs included. Background: what Service Insights tracks.
SB 1383 food recovery log (printable & CSV)
For California food recovery organizations and services with SB 1383 agreements: a contacts list (name, address and contact information for each generator and food recovery service) and a pickup log in pounds that totals each generator for the month, as 14 CCR §18991.5 asks. Print it or download a CSV. Background: SB 1383 food recovery recordkeeping.
Donation receipt template (in-kind & cash, print or Word)
Fill in and print a receipt for money and donated goods with the written-acknowledgment elements in IRS Publication 1771: a description but no value for donated food, the “no goods or services” statement, an optional 501(c)(3) line and an optional §170(e)(3) food-donation statement. Or download a blank Word template. Background: can a food pantry give donors a tax receipt?
Volunteer hours log (printable & CSV)
A sign-in sheet with name, date, time in and out, hours, task and supervisor initials, or keep the log in your browser: it totals hours per volunteer and exports a CSV for grant reports. Saved on your device only.
Volunteer sign-up sheet (printable & fillable)
Shifts, roles and the number of slots you need become one line per slot, with name, phone, email and note columns. Type names in on screen or print it for the clipboard.
Food drive flyer template (letter size)
Your organization, dates, drop-off spots and an editable most-needed list (canned protein, peanut butter, cereal and more) on a printable letter-size flyer, with a short “please don’t bring” list.
If the paperwork is the problem
These print blank forms. PantryPOS captures the same things as you work — temperatures against each unit, intake at the desk in English, Spanish or French — and turns them into the monthly report your food bank asks for, plus a printable packet for a monitor visit. $39 a month for the first site, free 30-day trial, no card.